Privacy Policy | Estate Office CRM

Controller: Warszawski Agent Nieruchomosci Tomasz Obarski, Tax ID (NIP): 5222748397, REGON: 143017679, address: ul. Sienna 75, 00-833 Warsaw.

The Estate Office CRM offer is aimed at B2B entities, but in the course of contact, purchase, invoicing, and license handling, personal data of contact persons, sole proprietors, and persons acting on behalf of companies are processed.

Data controller

The controller of the personal data is Warszawski Agent Nieruchomosci Tomasz Obarski, with its registered office in Warsaw, address: ul. Sienna 75, 00-833 Warsaw, Tax ID (NIP): 5222748397, REGON: 143017679.
The controller operates the System CRM on WordPress for Real Estate Agencies service available at https://estateofficecrm.pl/ and sells Estate Office CRM in a B2B model, in particular to entrepreneurs and persons acting on behalf of companies.
For privacy matters, you can contact us by email: support@estateofficecrm.pl.

Scope of data

Technical data related to website usage is processed: IP address, date and time of the request, URL address, browser and operating system information, session identifiers, and server security logs.
When contacting us, signing up for a demo, registering a client account, making a purchase, or managing a subscription, the following may be processed: company name, tax ID number, REGON number if provided, address, first and last name of the contact person, email, phone number, correspondence content, and service history.
When purchasing and subscribing, the following order data is processed: selected package, price, currency, payment status, transaction ID, payment date, renewal history, subscription status, billing information, and service-related communication details.
The license system processes: the license key, product, plan, license status, start and expiration dates, activation domain, address of the website using the license, IP address of the request, activation logs, and technical information helpful for compliance and support, such as the plugin version, WordPress version, PHP version, and update status.
Information about the cookie choice is stored in the first-party file eoct_cookie_consent for 180 days or until the user changes the settings.

Purposes and legal bases for processing

Ensuring site functionality, security, diagnostics, and protection against abuse is based on the legitimate interest of the Controller, Art. 6(1)(f) GDPR.
Handling inquiries, product demos, trials, customer account registration, sales, subscriptions, payments, and licensing is carried out for the purpose of entering into or performing a contract, pursuant to Article 6(1)(b) of the GDPR, or on the basis of a legitimate interest in B2B contact, pursuant to Article 6(1)(f) of the GDPR.
Accounting, settlements, invoices, complaints, and tax obligations are handled on the basis of a legal obligation, Article 6(1)(c) of the GDPR.
Establishing, pursuing, or defending claims, as well as maintaining transaction history and license logs, is carried out on the basis of the Controller's legitimate interest, Article 6(1)(f) of the GDPR.
Own B2B marketing may be carried out on the basis of a legitimate interest, whereas marketing communication by email, SMS, or phone requires separate consent or another explicit legal basis required under the Electronic Communications Law, including provisions on information stored in terminal equipment, e.g., Article 399 of the ECL.

Payments, subscription and licenses

Online payments are handled by two independent operators: PayPal (PayPal (Europe) S.à r.l. et Cię, S.C.A.) and PayU (PayU S.A.). The customer selects the operator after accepting the terms and conditions. The administrator does not store the full payment card details; only a secure payment method identifier, basic metadata (e.g. card type, last digits, expiration date), and information needed to renew the subscription are saved in the system.
Automatic subscription renewal is handled by the selected payment provider based on the card/subscription token and license settings. PayPal renews the subscription on its side (PayPal Subscriptions cycle). For PayU, recurring charges are initiated by our plugin using the stored card token (MIT payments — Merchant Initiated Transactions). Payment history, subscription status, and notifications about an upcoming payment are visible in the Client Panel.
The Estate Office CRM plugin connects to the estateofficecrm.pl licensing server to activate the product, check license validity, verify the domain, handle updates, and diagnose entitlements.

Data recipients and payment operators

Data may be transferred to entities that provide support for the website and sales system infrastructure: hosting provider, email service provider, backup services, IT administration, and security tools.
Payment and transaction data are transferred to the payment operator selected by the Client — PayPal or PayU — to the extent necessary to process payments, card tokenization, refunds, claims, and automatic subscription renewals. Each operator is an independent data controller with respect to the payment operations it handles.
PayPal (Europe) S.à r.l. et Cię, S.C.A., 22-24 Boulevard Royal, L-2449 Luxembourg. PayPal privacy policy: https://www.paypal.com/pl/legalhub/privacy-full.
PayU S.A., 186 Grunwaldzka Street, 60-166 Poznań, KRS 0000274399. PayU privacy policy: https://www.payu.pl/polityka-prywatnosci.
Data necessary for billing may be transferred to entities providing accounting, invoicing, tax, legal, and debt collection services.
License system data are processed within the estateofficecrm.pl server and the Estate Office License Manager plugin for the purpose of performing the agreement, securing access to the product, and handling updates.

Retention period

Technical logs are retained for as long as necessary to ensure security, diagnostics, and proof of proper service operation.
Customer account data, license data, activation domains, payment history, and subscription data are stored for the duration of the agreement, and then for the period required by the statute of limitations or by applicable law.
Accounting data and settlement documents are stored for the period required by tax and accounting regulations.
Marketing data processed on the basis of consent are stored until that consent is withdrawn, and data related to B2B contact are stored until an effective objection is raised or the data lose their business relevance.

Data subject rights

You have the right to access, rectify, erase, restrict processing of, and transfer your data, as well as to object to processing based on legitimate interest.
If processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing violates the regulations.

Cookies and similar technologies

Detailed information about cookie categories, their retention periods, and how consent is managed can be found in the Cookie Policy.
The theme code does not load analytics or marketing tools before consent. Optional categories remain disabled by default, and consent and refusal are available as equal buttons.